EXECUTIVE OFFICE & ADMIN SPECIALIST

AGING & IN-HOME SERVICES, INC.; Fort Wayne (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

Aging & In-Home Services, Inc. in Fort Wayne, IN seeks an Executive Office and Administration Specialist to provide confidential executive support to the President/CEO and Executive Team.

The role serves as a representative on agency projects and events, ensuring high standards of professionalism. The position requires a Bachelor’s degree, at least four years’ experience, proficiency with Word, Excel and PowerPoint, and the ability to handle confidential information.

Qualifications

• Bachelor’s degree in administration, management, business, communications or related areas.
• A minimum of four years’ experience in a similar role is required and recent proven expertise with Word, Excel, and PowerPoint.
• Ability to organize, prioritize, and manage tasks/projects without direct supervision.

Responsibilities

• Provide executive administrative support on-site to President/CEO.
• Serve as representative of the President/CEO and lead team on assigned special projects.
• Monitor compliance with agency standards and maintain confidentiality of information.
• Receive, process, facilitate, and disseminate information between President/CEO and Executive Team.
• Provide support to the Board of Directors as requested by the President/CEO.
• Oversee incoming and outgoing correspondence and general office functions.
• Provide contract review, contract compliance, and contract administration as directed.
• Travel throughout the nine-county area as required to support agency mission.

Skills

Executive support

Discretion / confidentiality

Communication

Education

Bachelor’s degree in administration, management, business, communications or related areas

Tools

Word

Excel

PowerPoint

Job description

EXECUTIVE OFFICE AND ADMINISTRATION SPECIALIST

Performs all activities related to the support of the Executive Office in a highly responsible and confidential manner at the direction of, and on behalf of, the President/CEO. Serves as representative of the President/CEO and as lead team member on assigned special projects.

Provide executive administrative support on-site to President/CEO.

Provide executive administrative support to Executive Team members as assigned.

Exercise executive level professional judgment and discretion as a representative of the Office of the President/CEO.

Monitor compliance with all agency standards and contracted standards and legal requirements in maintaining confidentiality of information.

Receive, process, facilitate, and disseminate information between President/CEO and Executive Team.

Provide support to the Board of Directors as requested by the President/CEO.

Maintain accurate agency administrative files and President/CEO files.

Provide contract review, contract compliance, contract administration as directed by President/CEO.

Oversee the incoming and outgoing correspondence and other general office functions in a timely and proficient manner.

Provide technical assistance to other administrative staff as directed including website updates, electronic newsletters, PowerPoints, grant submissions, etc.

Serve as representative of the President/CEO and as lead team member on agency special projects and special events as assigned.

Serve as an example of agency Standard of Excellence by exemplifying agency vision and goals.

Travel throughout nine-county area as required to support agency mission as directed.

Other Duties and Responsibilities

• Other duties as assigned
• Represent agency at community events
• Serve on external committees
• Serve on internal agency-wide committees

Required Education and Experience

Bachelor’s degree in administration, management, business, communications or related areas. A minimum of four years’ experience, preferably recent, in a similar role is required and recent proven expertise with Word, Excel, and PowerPoint. Equivalent experience may be substituted for degree requirement. Ability to organize, prioritize, and manage tasks /projects without direct supervision are imperative.

Preferred Education and Experience

Current comprehensive experience in same or similar position for a large nonprofit organization.

Additional Eligibility Requirements

Must possess and provide annually valid driver’s license and documentation of current automobile insurance at agency-specified levels.

Expected Hours of Work

This is a fulltime exempt position. Agency business hours are typically Monday through Friday, 8:00am-4:30pm. Hours may vary depending on the agency’s needs.

Travel

Travel is throughout the agency’s 9-county service area during agency business hours as needed.

Physical Demands

The individual must be able to communicate effectively with others and enable understanding by others through communication. The individual is required to sit and/or stand for long periods of time. The individual is required to transport, safeguard, and use a laptop computer and client files.

Work Environment

This job operates in a professional office environment using standard office equipment such as computers, phones, photocopiers, fax machines, etc.